Match exceptions occur when UCSF receives an invoice that doesn't match our purchase order (PO). UCSF typically experiences more match exceptions at the beginning of the year when suppliers update their annual price files.
The pricing in BearBuy is submitted by the supplier and approved by the University of California Office of the President (UCOP) and/or UCSF. Unfortunately, sometimes suppliers begin invoicing based on new pricing before UCOP/UCSF approves the pricing in BearBuy. In those instances, we can have match exceptions.
The following information will help you if you experience a match exception:
- Purchase orders (POs) are binding contracts when a supplier ships goods against them. That means your department is not responsible to pay more than the price listed on the PO (even if the supplier asks you to do so). Note that shipping and tax are not included on the UCSF POs, so that's a different matter. If the supplier disagrees with the pricing on the purchase order, they must call you BEFORE shipping the product and give you the opportunity to cancel or approve the order.
- Departments need to consider the cost of their time, their departmental policies and their supplier relationship when deciding whether to dispute a charge. If you decide to dispute the match exception with the supplier, you can email the supplier directly citing the PO number and letting them know:
- UCSF is unable to pay the invoice you submitted for Purchase Order (PO) BXXXXXXXXX because the invoice does not match the PO. Please send an invoice to UCSF Accounts Payable that matches the PO so that UCSF can authorize payment.
- What if the catalog supplier tells me that BearBuy has the wrong price?
- BearBuy catalog pricing is generally the "correct price" that has been approved by both UC and the supplier. Even if the catalog pricing does not reflect the price increases for the year, it is the most current "approved pricing." If the supplier has a question regarding BearBuy catalog pricing or has concerns about their BearBuy catalog, refer them to Supply Chain Management.
- What if the catalog supplier tells me that UCOP/UCSF approved the higher pricing and I should approve the match exception?
- If you issue a PO and the supplier fulfills the order, the price on the PO is binding. If the supplier has a question regarding BearBuy catalog pricing or has concerns about their BearBuy catalog, refer them to Supply Chain Management.
- What if I have a price match exception with a non-catalog supplier?
- UCSF POs are still binding when the non-catalog supplier fills the order. If they did not call you to validate the price difference, then you are not obligated to pay any more than the price on the PO. However, because UCSF may or may not have a relationship with the supplier, you may have little recourse in disputing that match exception, especially if you rely on that supplier for ongoing goods/services critical to your operations.
For more information on match exceptions, please visit the SCM website: